Rock U - Documents - Entity Documents

Transcribed Video Content

In older versions of Rock, you've been able to have documents associated with an entity using attributes. But with version 11, we now have a feature called entity documents. And that lets you associate a document directly with an entity without having to do it using attributes. And we're gonna look at an example using the group entity, but we're also gonna focus a little bit on the adding documents for people because we've got a whole tab on the person profile page dedicated to documents. So let's check out how it works. First, you'll need to create a document type, which we're gonna do under admin tools and general settings and document types. Now, this does have a prerequisite that you need to have a file type configured first. We're not gonna get into that here. It's covered in the Rock admin hero guide posted online, so we're gonna kinda skip ahead. But we do want to look at the document types so you can see what we're working with here. And we'll look at our meeting agendas example because that's what we're going to use for the group. Here we have a document type. It's called meeting agendas. The file type is unsecured. We're just using that for our example purposes. But I said, you can change this list and associate it with a different type of file. The entity type is group. But again, you can pick any entity that exists, but we're working with groups here today. And you can also determine whether or not it's manually selectable, which, as the help text says, that just lets it be an option when someone is manually adding or editing documents for the entity, whatever entity it is. We've also given it a fun icon. So with our document type in place, let's head over to the group viewer. There's nothing here yet, so we're gonna need to add a documents block. So here I'm adding the documents block so we can see and manage documents for groups. And I'll hit save and done. And you'll notice this warning down here, please configure a valid entity a valid context entity in the block settings. So we're gonna have to go into our block documents block and let it know that we're working with a group. You'll also notice this document types here. We already have a list that we can choose from for what types of documents that can be displayed. I'm gonna leave that blank and save. And so here we have I'm gonna get rid of the flyouts there. Here we have at the bottom of the page our documents block. If I go to add a document, you can see I need to pick the document type. And here we're just restricted to meeting agendas. And the document name, this is going to be for the February meeting. Now, can click and drag a file, but I'm actually going to click on the box and look up a document. For instance, meeting agenda. And you can see it's got the document title labeled there. And all I have to do is hit save. And now we've got the document and some handy icons that you can use. So if I click this page, I can come in here and edit the document. Or if I click the download icon, as you might guess, you can download the document. And so there I've got it. You can secure the document, which might be very important if there's sensitive information in it. In this case, it's just a meeting agenda, so we're not that concerned about it. Or you can delete the document entirely from the list. Now, while what we just showed you is true for all different types of entities, there's a special feature for using documents with people. It makes it even easier. So let's go ahead and pull up a person. I'm going to pull up Ted Decker, and we'll take a look at his profile. And as you can see, for Ted along with anybody else, here in the tabs, we've got our documents tab. Now, I didn't add this in advance. This ships with Rock, so a little bit different from the group viewer example that we just looked at. This will be here waiting for you. And at this point, because it's already built in, all you have to do is click the plus button and go through the same process that we just went through. Now, we don't have any document types that are configured for people, so that's why the list is blank. We would need to go back to the first page that I showed you to add the document types. But otherwise, the function works exactly the same. And I said, there's a lot more that you can do with entity documents. We just looked at a quick example for associating documents with groups and how it works on the person profile page, so you can have documents for people. But, again, since it works with any entity anywhere in Rock, you can add that documents block to any page in Rock. There's a lot of flexibility there, so there's a lot of options. For more details, be sure and check out the Rock Admin Hero Guide posted online to our community site. And thanks for watching.